HIRING MANAGER USER S GUIDE

Transcription

1 HIRING MANAGER USER S GUIDE Monmouth University PeopleAdmin, Inc. 805 Las Cimas Parkway Suite 400 Austin, TX

2 GETTING STARTED For optimal functionality, please use Mozilla Firefox as your browser. Users should clear their cache and their cookies. Bookmarks and/or shortcuts will need to be updated. Please call the Helpdesk at or if you need assistance. The system can be accessed the following ways: By typing in the address block of your browser, OR From the University web site, under Resources for Faculty and Staff, Human Resources Homepage Personnel Actions You can also create a shortcut for your desktop if you so desire or follow this link: The login screen for the system will appear and should be similar to the image shown below. Log in using your network user name and password. If you have difficulty with this step, you may call HR at or the Help Desk at Since this system is web-based, you can also access it from any off-campus location. 2

3 Once you are logged in, your screen should now look like this: The Homepage contains up to three main areas: Alerts, Inbox and Watch List. An Alert would only appear if Human Resources has an urgent message for all users. Your Inbox will display any items that you need to process. The Watch List will show only those items that you have selected to be added to this list previously. Many of these items will be the same no matter which Module you are in. Under My Links, you can click through to see the Applicant View of the PeopleAdmin site. MODULES AND USER TYPES First, you should check what your Module is set to: Position Management (Orange) or Applicant Tracking (Blue) Position Management is used for Personnel Actions (Requests to post positions, update job descriptions, pay stipends, etc.) Applicant Tracking is used to view your postings, applicants, and submit hiring proposals. 3

4 If you need to change your User Type, use the drop-down box to select and then click the Refresh button. You may notice that your Home Screen looks different and the items that you have access to have changed as well. Your User Type will always: correspond to the request that you are working on be related to the steps in the electronic routing process be referenced in the notification s that you receive have varying security access and user rights. PERSONNEL ACTIONS In order to request that a personnel action be taken, you must submit an electronic form in the system. Make sure that you are in the Position Management Module (you will know you are there when you see the orange background). Then pick the category of the request: Administrator, Faculty or Staff under the Position Descriptions drop-down list. Funding documentation may need to be attached to your request. Please obtain this prior to submission. If this is a brand new position that has never been occupied by anyone, you must click the button. New requests will begin with an entirely blank template. You will need to complete most of the fields before you can forward the action to the next approver. Use this action to: fill a position that is new to the budget submit a request to pay a stipend for a task that has NOT been performed previously When you select a category, you will see a list of available job descriptions. 4

5 If you are submitting changes to an existing position to: fill a vacant position update a current position with a change in salary, title, grade, hours, exempt status or duties submit a request to pay a stipend for a task that has been performed previously. you should click on the Position Title to view the description of the job. Then click Modify Position Description or Modify Stipend. 5

6 Action Requested Select your Reason for Action from the drop-down list and provide Further Explanation as to why this action is necessary. Position Details This tab will include most of the key information about the position. Enter the required Position Details as indicated by the * Complete each field to the best of your ability. Additional reviewers will check and fix any missing or incorrect information. Please note that not all fields will pertain to your particular department. Tools and Equipment If applicable, select the Tools and Equipment required to perform the job by checking the corresponding box. You may also add additional tools and equipment if necessary. Supervisor of Position Select the Position s Supervisor from the list or by clicking Filter These Results to search for a person by name. You may need to select a different category (adminstrator, faculty or staff) in order to find the person that you want. 6

7 Qualifications Check off required Qualifications such as degree, skills and experience. You can also type in other approved requirements or preferred qualifications. Position requirements will determine if an applicant is qualified. Preferred qualifications will not disqualify an applicant. Job Duties Enter all duties of the job and select whether each duty is Regular or Occasional. 7

8 Posting Details Enter the Hiring Official s name and any other information you have available to you on this page. You can list additional information that you wish to appear on your posting on Special Instructions to Applicants, such as a summary of your particular department or school. The Contact Information for Interview box will be used in e- mail notifications to applicants that they have been selected for an interview, and informs him/her how to schedule his/her appointment. Select the advertising vehicles where you would like to post your position, a text box is available at the bottom for other locations. Our University advertising agency will receive an notification from the system. Human Resources will enter any missing information. Supporting Documents Here you will upload documents such as presidential approval memo, budget documents or any other pertinent information. 8

9 Posting Specific Questions These questions are used to qualify/disqualify candidates. HR will manage this page, based on the qualifications listed. Applicant Document Here you can select the types of documents you would like the applicant to attach when he/she applies. Required documents will prevent an applicant from being considered if he/she does not attach them. The Optional Applicant Documents will allow an applicant to attach these items if they wish. Personnel Actions Summary Scroll through the summary to review the information that you have input. Click the route the request to the next approver. The system will route the request accordingly based on the University organizational chart and notify that person with an that he/she has an action to review. button to A dialog box will appear where you can add a comment to the person you are forwarding your request to. Also, you can check the box to add this item to your Watch List. 9

10 The Watch List appears on your Home Screen. It is a convenient way to track the status of your Personnel Actions, Hiring Proposals and Postings that are in progress. Search Actions Another method of determining the current status of your request if you have not added it to your Watch List, is to navigate through the Position Descriptions tab. Make sure that you are in the Position Management Module (you will know you are there when you see the orange background). Then pick the category of the request: Administrator Personnel Actions, Faculty Personnel Actions or Staff Personnel Actions under the Position Descriptions drop-down list. This function will show you the status of your request by category. You can filter your selections by specific search criteria, or you may leave the search criteria blank to retrieve all of the approved position descriptions you have access to in the system. Your search results will display the current status for each Action. You may click on a particular request to review details or comments from other approvers. If you notice that an Action has been held by a particular approver for a period of time, you may want to contact that person to remind him/her of the need for processing. 10

11 Pending Actions When you receive an notification that there is an Action that needs your approval, you will need to log in and select the item under the Personnel Actions tab in your inbox: Here you will be able to view the pending action and route it to the next approver. JOB POSTINGS Job Boards Once an Action has final approval, Human Resources and Equity and Diversity personnel will post your vacancy listing as indicated on the Posting Details tab. The University s advertising agency will then communicate with the various websites. Application Process Our advertisements will direct interested parties to link to the external portion of the online system ( From here, applicants will need to complete an application in order to be considered for the position. They will also be able to attach any related documents electronically. The system will generate a confirmation when they do so. 11

12 Managing Your Searches After logging in to the system, if you have a Posting that is currently accepting applications, you will need to change your module to Applicant Tracking (this module has a blue background) so that your screen looks similar to the following: Make sure your user type is set as Hiring Official, Search Committee or other appropriate role. Next, you will select the corresponding category under the Postings list (Administrator, Faculty or Staff) Viewing Your Applicants To view the details of a specific Posting, including the Applicants to that Posting, click the Job Position Title Once you have selected the Job Position Title, to view your applicants click the Applicants tab Recording Interviews If you would like the system to alert an applicant (by sending an automatic ) that he/she has been selected for an interview, you can change their status by following these steps: Step 1: Click on the applicant s name Step 2: Click on the orange Take Action on Job Application button Step 3: Click Selected for On Campus Interview (move to Selected for On Campus Interview) This will automatically send the applicant an notifying him/her to contact you to schedule an interview. 12

13 After the interview has taken place, make sure to mark the applicant as Interviewed and log the date and time of the interview. To do this select the Summary tab, scroll down to Interview Schedule and click Edit Next, click the Add Interview Schedule Entry button, type in the Applicant s name, select the date of the interview, enter the time, and select whether it was an On Campus or Phone interview. Be sure to click the Save button. HIRING PROPOSALS Submitting a Hiring Proposal Once you have indicated that an applicant has been interviewed, you will be able to begin the Hiring Proposal. Mark the applicant as Selected Start Hiring Proposal (move to Selected) Next, click Start Hiring Proposal A new screen will appear, showing you the position Title. Scroll to the bottom of the page and click the button. 13

14 Enter the required information such a Start Date and click the Next Button At the bottom of the next page, you will notice the candidate s application and attached documents are available to be opened as a PDF. Now you are able to send the Hiring Proposal on to the next Approver by selecting Submit to (the appropriate person) under the Take Action on Hiring Proposal button. To check the status of a Hiring Proposal, click the Hiring Proposals tab. 14